beaufort smiles - Privacy Policy
Beaufort Smiles - Making Dentistry Better For You

Beaufort Dental Health Centretakes great care to protect the personal data we hold for our patients in line with the requirements of the General Data Protection Regulation (GDPR).
The purpose of collecting and storing personal data about our patients is to ensure we can:
·         Provide, appropriate, safe and effective dental care, treatment and advice for all our patients
·         Fulfill any contracts we hold in relation to their care
·         For business administration of their care.
Personal data held for our patients
The personal data we process (processing includes obtaining the information, using it, storing it, securing it, disclosing it, and destroying it) for our patients includes:
·         Name, address, date of birth
·         Next of kin - emergency contact
·         Email address
·         Phone numbers
·         Ethnic origin
·         GP contact details
·         Occupation
·         Medical history
·         Dental care records
·         Treatment provided
·         Photographs
·         Family group- up until the age of 16 years
·         Payment plan details
·         Correspondence
·         Details of any complaints received
We keep an inventory of personal data we hold on our patients and this is available for patients on request. A list of personal information held is also included in our Privacy Notice that is given to all patients.
Disclosure to third parties
The information we collect, and store will not be disclosed to anyone who does not need to see it.
We will share our patients’ personal information with third parties when required by law or to enable us to deliver a service to them or where we have another legitimate reason for doing so. Third parties we may share patients’ personal information with may include:
·         Regulatory authorities such as the General Dental Council or the Care Quality Commission 
·         SOE gateway for the reminder service provided
·         NHS Local Authorities
·         Dental payment plan administrators
·         Insurance companies
·         Loss assessors
·         Fraud prevention agencies
·         In the event of a possible sale of the practice at some time in the future.
We may also share personal information where we consider it to be in a patient’s best interest or if we have reason to believe an individual may be at risk of harm or abuse.
Personal privacy rights
Under the GDPR all individuals who have personal information held about them have the following personal privacy rights:
·         Right to subject access.
·         Right to have inaccuracies deleted.
·         Right to have information erased.
·         Right to object to direct marketing.
·         Right to restrict the processing of their information, including automated decision-making.
·         Right to data portability.
Patients who wish to have inaccuracies deleted or to have information erased must speak to the dentist who provided or provides their care.
Legal basis for processing data held about patients
The GDPR requires us to state the legal basis upon which we process all personal data for our patients and it requires us to inform our patients of the legal basis on which we process their personal data. This is clearly stated in our privacy notice that is given to all patients.
The legal bases for recording individual types of data are recorded in our patient personal data inventory. This is available for all patients to see on request.
The legal basis on which we process personal information for our private patients is to form part of a contract of registering as a new patient, legitimate interest.  This is necessary to comply with legal obligations governed by GDC and CQC.
The legal basis on which we process personal information for our membership plan patients is to form part of a contract and for assurance scheme.
The legal basis on which we process personal information for our NHS patients is to form part of a contract with NHS England for dental services carried out.
Automated decision making
All individuals who have personal data held about them have a right to object to their personal data being subjected to automated decision making.
Patients will always be asked to give specific, informed, verifiable, opt in consent for any processes involving automated decision making.
Beaufort Dental Health Centrealways obtains specific, unambiguous opt in consent from all patients to whom we send direct marketing information.  This consent is obtained by our patients signing a consent form on a clinitab to opt-in.
We also obtain specific, unambiguous, opt in consent from our patients for:
·         Photographs
·         Dealing with other patient’s details and appointments
·         Surgical extractions of lower teeth
·         Home whitening
·         In surgery Zoom whitening
·         Orthodontic treatment
·         Immediate dentures
If a patient requests a family member/friend/colleague or any other person to deal with their appointments or personal details then we send an email or text message to the patient to gain consent and the patient has to reply and agree in order for us to allow other people to access this information.
For a new patient,we obtain consent for these things when the patient first attends the practice. For an existing patient, we ask the patient for consent when they attend for their recall appointment or for a treatment appointment. We refresh this consent annually when the patient completes a new medical history proforma.
Withdrawal of consent
Patients who have given their opt in consent have a right to withdraw their consent at any time. Patients are advised of their right to withdraw their consent for anything they wish to withdraw from in our privacy notice.
Retention period
This practice retains dental records and orthodontic study models while the patient is a patient of the practice and after they cease to be a patient, for at least eleven years, or for children until age 25, whichever is the longer.
All individuals who have personal data held about them have a right to complain. All complaints concerning personal data should be made in person or in writing to Bethany Bentley. All complaints will be dealt with in line with the practice complaints policy and procedures.
Transferring personal data outside the EU
Patients’ personal data is not transferred outside the EU.
This Policy was reviewed and implemented on: 24/05/2018
This policy and relevant procedures will be reviewed annually and are due for review
on: 24/05/2019 or prior to this date in accordance with new guidance or legislative changes.

Document Change Record
Privacy Policy for Patient Data
The table below is used to register all changes to the policy: